1. Time and Effort Statements aka Monthly Personnel Activity Reports
Teresa Scott, Sr. Director-Grant Management & Legislative Projects

2. Why do we have to do this?
IT IS THE LAW!

3. Comments on the current method
Forms are confusing!
Takes too much time away from our work to complete!
What a waste of paper!
My duties won’t fit in the space!
Why can’t it be electronic?
You spoke! We listened!

4. Old forms Split funded employees Fully funded employees
Sent out over 300 per month
Directly to employee
Sent out over 300 pages twice per year to supervisors

5. 4,200 PIECES OF PAPER PER YEAR HOW MANY TREES IS THAT?

6. New Forms-Electronic WinOcular Workflow
Click either link to start

7. Login Screen

8. After Login
Click here to begin

9. Click here to open report

10. Top Section of Form EXAMPLE 1
This example shows an employee paid partially with Federal Funds and partially with Operational Funds with an extended contract.
Notice the percentage adds up to 100% not 120%
.7 FTE = (58% rounded) of 1.2 Total FTE
.5 FTE = (42% rounded) of 1.2 Total FTE

11. Federal duties section
NOTICE:
The amounts here are for the work actually performed, they MAY NOT match the totals from the previous slide. It is still accurate because this section is for what was done, NOT what was budgeted for.
Employee fills in BLUE sections only. Most are dropdown choices

12. Non-Federal Section and Totals
Anything NOT allowed in the Federal Fund should be entered here.
This field must total 100% to submit the form

13. Signature and Submit Section

14. Click here to submit to Supervisor

15. Supervisor Section

16. Example 2: Split employee between two Federal Grants

17. Example 3: Part-time employee paid fully from Federal Grant
Notice employee was able to enter in the “other” field when duty was not available in dropdown
Notice even though the employee is only .75 FTE, the total work is 100% of that .75

18. How do you determine who gets them?
Who will get these?
Anyone paid from a Federal Grant will receive this monthly EVEN if they are fully funded—this is new from the past practice.
How do you determine who gets them?
All employees are coded to a payment source (fund) in Infor (Lawson) determined by the supervisor of that employee.
All forms are generated from actual payments to employees each month according to where the paycheck was coded.
Any payments that post to a cost account that begins with 2401, 2406, and/or 2599 will be included.

19. How much time do we have to respond
How much time do we have to respond? What if I don’t think I should get the form?
Seven Days
Fill in the form and submit it anyway, because your paycheck DOES reflect Federal Funding.
Talk to your supervisor to find out why you are coded to this fund
If there is an error, the supervisor should note it in the comments during their review of the form and send in a current ERF (Employee Request for Change form)
You are always welcome to us with your concerns at be sure to add your name and employee # in s.

20. When will this start? The data starting point is July 1, 2017.
Form distribution for July paychecks – Early September
Form distribution for August paychecks – Late September
Each month by the 10th for the preceding month’s paychecks.
For example: by October 10th for September paychecks.

21. Questions? All Grant Management staff can be reached at:
(message line only)
Individual staff contact information at:
projects/staff-listing
Thank you!